Turn an accepted quotation into a sales invoice

When the customer accepts a quotation, convert it instead of typing the invoice again. The invoice form opens with the quotation's customer, price list, warehouse mode and lines. Saving it posts a normal sales invoice.

Before you start

• You need the permission to create quotations, which also allows converting them, and the permission to create sales invoices.

• To use a cash payment term, you need a cash box on your user record.

Steps

1. Open Sales › Sales Quotations and find the quotation. Its Status must not show Converted.

2. In the row's Actions menu, select Convert to invoice.

1. The sales invoice form opens with the Customer, Price list, Warehouse mode and the Line items from the quotation.

2. Choose the Payment terms. For One warehouse for all, choose the Warehouse too.

3. Check the Date, the quantities and the Delivery user, then select Create invoice.

The invoice is created and you return to the quotations list, where the quotation now shows Converted.

What the conversion checks

Converting runs every check of a normal sales invoice: stock in the warehouse, prices against the price list and customer discounts, the cash box for a cash term, the branch's minimum margin and the customer's credit limit. If one fails, nothing is saved and the quotation stays unconverted. See Why a sales invoice will not save.

The invoice keeps the prices you quoted. Unless you hold the permission to change sales prices on invoices:

• you cannot change a quoted unit price during the conversion;

• you cannot add an item that is not on the quotation.

You can still lower quantities or remove lines when the customer accepts only part of the offer.

What happens next

• The invoice behaves like any other: you can print it, return goods against it, or delete it under the usual rules.

• The quotation stays in the list as Converted. Convert to invoice no longer appears on it.

Common questions

Can I convert the same quotation twice? No. A quotation converts exactly once. A second attempt is refused with This quotation has already been converted to a sales invoice.

The customer wants a different price. What do I do? Ask a user with the permission to change sales prices to convert it, or create a new quotation with the new price.